What we need to see
One repeatable process with its trigger, current handovers, required approvals and common failure cases.
Workflow automation · Property & estate agents
Run More Property, Without Running Your Office Manager Into the Ground.
Estate agency runs on a thousand small handovers: listing to portals, enquiries to viewings, viewings to offers, offers to sale progression. Each handover is a chance for friction. We build the automation that keeps every property moving, and frees your team to focus on the seller and buyer conversations that close deals.
Tell us the task, your current tools and where the work gets stuck. We will help you choose a sensible first scope.
The property & estate agents reality.
Property listed in your system → needs to go to Rightmove, Zoopla, OnTheMarket → enquiry arrives → viewing booked → feedback captured → offer made → conveyancing started → sale progressed. Every step requires someone remembering. Office managers in estate agencies are often the workflow bottleneck, and the burnout candidate.
The work in context · Illustrative scenes
Start with the property & estate agents workflow.
Use representative inputs from the business to scope workflow automation. Agree what the system prepares and what a person needs to check.
Make the handover part of the build.
Test normal work, missing information and failures with the team, then hand over clear review steps and practical guidance.
Tuned for property & estate agents.
01
Listing → portal feed automation
New listings flow to Rightmove, Zoopla, OnTheMarket, your website, uniformly formatted, photos in the right resolution, descriptions polished. Removed when sold.
02
Enquiry → viewing pipeline
Portal enquiries triaged, qualified, viewing slots offered automatically based on owner availability and viewer flexibility. Confirmations and reminders sent.
03
Viewing → feedback → offer
Post-viewing feedback collected automatically. Feedback shared with vendor. Offers logged structured, escalated to negotiator. Counter-offer cycles tracked.
04
Sale progression visibility
Sales pipeline dashboard. Where each property is in conveyancing. Who's holding it up. Automated nudges to solicitors and surveyors when chains stall.
We integrate with what you have.
- Property CRMs (Reapit, Alto, Jupix, Veco)
- Portal feed gateways (Rightmove, Zoopla, OnTheMarket)
- Email + SMS
- Conveyancing tracking systems
- Calendar systems
We check your software version, available API or export, access permissions and any supplier fees before quoting. If a reliable connection is not available, we will explain the practical alternatives.
Prove it on your own work first.
How we judge the pilot
Measure completion time, missed handovers and manual interventions for one workflow before extending it.
What stays in your hands
Agree who can approve each action and who receives failures. Keep a manual fallback for supplier or system outages.
Fixed fee, phased delivery.
£4,800-£15,000 depending on scope and CRM integration depth
From £4,800excluding VAT
Workflow automation for property & estate agents
- Workflow audit + industry-specific spec
- Build, integrations, and tuning to your real data
- Deployment, handover and agreed access controls
- Hosting, AI usage and ongoing support quoted separately
Things people in this industry ask us.
01Will it integrate with our property CRM?
Yes, Reapit, Alto, Jupix, Veco, and custom systems. Most established property CRMs have APIs or feed mechanisms we can integrate with. Where they don't, we work around it.
02How does it handle portal feed quirks?
Each portal has its own quirks (Rightmove's strict on photo resolution; Zoopla's fussy about description length). The automation handles per-portal formatting so your team isn't reuploading or reformatting per portal.
03What about the chain visibility piece?
AI scans communications from solicitors and surveyors, extracts status updates, and updates the chain view. When a chain stalls, you know which party is holding things up and the right person gets a nudge.
04Will negotiators adopt it?
Negotiators love anything that removes admin from their day. Lead capture, viewing booking, feedback collection, all the bits between actual selling, disappear into the automation. They get more time on the phone.
05What does ongoing cost look like?
Typically £300-£600/month for hosting, AI usage, and integrations at typical agency volumes. Scales with listing volume rather than headcount.
Zoom out.
Related solutions.
Keep exploring
Turn the idea into a working system.
What could work
better for you?
A new website. More customers. Less admin.
Tell us where you want to get to. Chris or Kay will reply within one working day.